PROBUILD GUIDE SUBCONTRACTOR QUALITY MANAGEMENT. Section Two Project Specific Quality Management Plans. Version No 1.

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1 PROBUILD SUBCONTRACTOR QUALITY MANAGEMENT GUIDE Section Two Project Specific Quality Management Plans Version No 1.

2 PREFACE This document has been developed to assist subcontractors to meet Probuild s Quality Management (QM) requirements whilst working on a Probuild project. The document should be able to be used as guidance to assist your organisation to meet a number of the key requirements of your contractual agreement with Probuild when working on a Probuild project. Note: This document is for guidance purposes only. Probuild does not accept any liability for the use of this document, or any losses incurred as a result of using this document.

3 INDEX 1.0 Introduction Definitions Project Specific Quality Management Plans Project organisation Scope of works Contract Documents Samples Shop drawings Inspection and Test Plans Calibration Certificates Non-conformance Procedure Purchasing Procedure Defects Management Document Control...6 Attachment One Project Specific Quality Management Plan Template...6 Attachment Two Development of the Subcontractor Inspection and Test Plans and Template. 9

4 1.0 INTRODUCTION Probuild is committed to continual improvement in our effectiveness in relation to the delivery of our Client s projects. Our subcontractors are fundamental to this delivery. Probuild has developed this Subcontractor Quality Management Guide with the intent of providing our subcontractors with guidance regarding our expectations in relation to quality management and to support these with standard templates. Subcontractors on Probuild projects are required, as specified in the Subcontract Agreement Terms & Conditions (Clause 23.0), to have a documented quality management system in place that is compliant with ISO 9001, and to submit a project specific Quality Management Plan for the works to be undertaken. This guide has been prepared to enhance subcontractors existing quality management and or, in the absence of a system, provide basic templates to ensure compliance with Probuild s quality management requirements. We have also taken the liberty, in preparing this guide, to take the opportunity to highlight to our subcontractors the benefits to their organisation of developing, implementing and maintaining a Quality Management System. These benefits may include managing risk, reducing costs, increasing profit and obtaining repeat business. This document is divided into two distinct sections. The first section provides information regarding the benefits of quality management and a description of quality management systems, namely ISO The second section provides guidance on developing a project specific quality management plan and information on developing Inspection and Test Plans. The relevant attachments contained within this document are to be completed and provided to the Site Quality Facilitator or Contract Administrator at least 72 hours prior to commencement on site. 2.0 DEFINITIONS Head contractor refers to Probuild Client refers to Probuild s client Subcontractor refers to the organisation contracted to Probuild to undertake a specific scope of work Quality Management (QM) is the performance of tasks, which ensures that construction is performed according to plans and specifications, on time, within a defined budget, and in a safe work environment. Quality Management System (QMS) is a management system to direct and control an organisation with regard to quality. It provides a structure, including documentation and processes, which enables the delivery of products and services to be controlled and managed to consistently meet the specific requirements. Quality Management Plan (QMP) is a project specific plan developed by the subcontractor to plan and carry out the contract works for a specific project, to ensure conformity with the requirements for the project contract and to manage any risks. Inspection and Test Plan (ITP) is a single document that records all inspection and testing requirements relevant to a specific process, it includes hold and witness points, references relevant Australian Standards, other relevant standards and acceptance criteria and records to be maintained. It should reflect the requirements of the contract documents, that is the drawings and specifications. Hold point defines a point beyond which work may not proceed without the authorisation of a designated subcontractor personnel, (i.e. foreman) and may include the Head Contractor, Client or consultant or authority (local council, WorkSafe etc). Witness point provides the nominated party (such as the Head Contractor, Client, consultant, regulatory authority) with the opportunity to witness the inspection or test or aspect of the work, at their discretion. Surveillance intermittent monitoring of any stage of the work in progress whether by the subcontractor, head contractor or client. Self inspection where the subcontractor performing the work verifies the quality progressively, often with the aid of checklists.

5 3.0 PROJECT SPECIFIC QUALITY MANAGEMENT PLANS A Quality Management Plan (QMP) is a project specific plan developed by the subcontractor to plan and carry out the contract works for a specific project, to ensure conformity with the requirements of the project contractual requirements and to manage any risks. The QMP should be used and updated throughout the course of the project. Probuild requires its subcontractors to develop a project specific Quality Management Plan on being awarded a contract and prior to their commencement on site, and will provide advice and guidance, should it be required, in relation to the development of a plan. A template to assist subcontractors with developing a project specific Quality Management Plan is provided in Attachment 1. A Quality Management Plan should, as a minimum, clearly define the following: 3.1 Project organisation Identify the personnel within your organisation specifically assigned with the responsibility for ensuring quality management, on this project and the respective levels of authority. 3.2 Scope of works A preliminary assessment of your scope of works will assist you with identifying key areas of risk prior to task commencement. Describe the extent of the following: Project definition Extent of contract works and programme Works you will contract out 3.3 Contract Documents Document the relevant drawings, specification reference, Australian Standards, inspections and tests required and any other process controls or quality procedures necessary. Refer Item 5.6 for further information regarding inspection and test plans. 3.4 Samples Ensure, if applicable, samples required to be submitted for approval are as prescribed in the specification and submitted in a timely manner, allowing for the approval process and subsequent lead times so as not to delay the construction programme. Samples should be submitted in accordance with the project sample approval process. 3.5 Shop drawings Ensure, if applicable, shop drawings required to be submitted for approval are as prescribed in the specification and submitted in a timely manner, allowing for the approval process and subsequent lead times so as not to delay the construction programme. Shop drawings should be submitted in accordance with the project shop drawing approval process. 3.6 Inspection and Test Plans Inspection and Test Plans (ITPs) are required to document the procedure to be undertaken for a given construction activity and the necessary evidence required to demonstrate that a particular work process / product or activity conforms to the specified requirements (i.e. drawings and relevant sections of the specification for verification of ITPs). The content of ITPs is based on the contract drawings, specifications, Australian Standards and any legislative or regulatory requirements. An ITP would: Refer: Detail the activity, area and job steps Detail the inspections and tests required, including hold and witness points, possibly recorded on checklist. Identify acceptance criteria, sampling and testing methods and frequency of sampling / testing Identify responsibilities for inspection and testing and product/service approval Detail the records to be provided, including those required for identification and traceability. Attachment 2 Development of the Subcontractor Inspection and Test Plans and Template Attachment 3 - Inspection and Test Plans samples

6 3.7 Calibration Certificates Nominate all equipment to be used that provides a test result and requires calibration. Ensure all eligible equipment is calibrated in accordance with appropriate standards and the results are available. 3.8 Non-conformance Procedure The subcontractor should have in place a process for reporting and the management of non-conformances. The key objective of reporting non-conformances is to provide an opportunity to identify the root causes of non-conformances and to enable the implementation of controls to prevent the re-occurrence of non-conformances. This will provide the subcontractor, and Probuild, with the opportunity to improve work practices, improve the performance of its systems, and to enhance cost savings and other quality related issues. Where the subcontractor does not have a procedure Probuild s Non-Conformance Procedure may be applied. 3.9 Purchasing Procedure A purchasing procedure, in addition to assisting with controlling costs, should ensure the subcontractor is able to meet the quality standards specified through good communication and planning with its suppliers. A purchasing procedure should allow for verification of conformance to the contract requirements (i.e. the product supplied is the product specified and records are maintained to demonstrate that). It may include the process for controlling customer supplied product (e.g. where the client provides the tiles for the tiler to lay), and how the subcontractor will manage non-conforming products Defects Management Effective quality management should reduce or eliminate defects. A defects management procedure may include commencing a defects register at the beginning of the project, scheduling weekly walk-throughs of the work site, and promptly rectifying defects as they arise Document Control A process should be in place to ensure that operatives / supervisors on site are using current contract documents (drawings, specifications). Common poor quality related causes on construction sites: Not building to drawings or specifications Using superseded drawings or specifications Inability to use ITP s effectively Use of inexperienced or unskilled workers Poor supervision leading to bad workmanship Insufficient management of the quality of construction Not learning from prior mistakes 4.0 ATTACHMENTS Attachment 1 - Project Specific Quality Management Plan Template Attachment 2 Development of the Subcontractor Inspection and Test Plans and Template Attachment 3 - Inspection and Test Plans samples

7 TRADE CONTRACTOR / SUBCONTRACTOR QUALITY MANAGEMENT PLAN Attachment 1 CONTRACTOR NAME: PROJECT: ANTICIPATED COMMENCEMENT DATE ON SITE: Plan to be forwarded to Probuild Management prior to commencement on site. PERSONNEL The following personnel will be responsible for Quality Management duties on the project: Name Title Phone number QM on site Others responsible for QM in the org SCOPE OF WORK: CONTRACT DOCUMENTS - Drawings: Specification Reference: Australian Standards: Inspections and tests: Other:

8 SAMPLES* (IF APPLICABLE) The following samples are to submitted for approval: Sample / Area Sample submission date Sample approval required by *Note: refer to Probuild s sample approval process for the project SHOP DRAWINGS* (IF APPLICABLE) The following shop drawings are to submitted for approval: Area / Item Submission date Approval required by ITP s *Note: refer to Probuild s shop drawing approval process for the project

9 Key works for which Inspection and Test Plans will be undertaken on the project: ITP title Proposed frequency of submission (eg. one ITP per zone, room, day or product) Tests and Inspections required and supporting evidence to be provided (eg. Test results, dockets, reports, engineering certificates, survey, photographs) EQUIPMENT CALIBRATION Equipment to be used on site requiring calibrated: Copies of current certificates / reports submitted to Probuild: PROCEDURES / PROCESSES Subcontractors procedure / process provided: Comments: Non-conformance Procedure Purchasing Procedure Defects Management Document Control PLAN PREPARED BY: Name Title Phone number

10 Attachment 2 COMPONENTS OF AN INSPECTION AND TEST PLAN Roles and responsibilities The subcontractor is responsible for ensuring all required ITP s within its scope of work (including for works it subcontractors out) are developed and should appoint someone who is skilled and experienced with the works in question to do so. A senior representative of the subcontractor should approve the ITPs and any amendments prior to its submission to Probuild. Inspection and Test Plans It is not desirable or practical to inspect and test 100% of works undertaken, therefore it is necessary to give consideration to the frequency and sampling process of testing to suit the works involved. ITPs are often best done after a number of separate activities, but prior to a major one that will cover up previous work. Preliminary testing will assist in providing an early indication of conformity. The type and extent of inspections and tests are often specified within the contract documents (e.g. drawings and specifications), however the subcontractor should also apply his/her knowledge and experience to the type, timing and frequency of inspections and tests to suit the risks and work involved. What to test, how to test and when to test is governed by: What the work is and how complex it is Consequences of failure, including: o Cost of remedial work o o o o o Effect on construction programme Accessibility for rectification (i.e. will the work be covered up) Disruption to use of building or structure Consequential damage to other elements Threat to safety of workers and public Records Records are essential because they provide the documented evidence necessary to verify that a product / service is in accordance with the contract requirements. The records may be in various forms, and may include checklists, test certificates, certificates of compliance, survey data, written approvals and the like. The ITP should define the records required. Acceptance Criteria Acceptance criteria is normally defined in the contract documents (either directly or by reference to other standards such as Australian Standards). Where this is not the case it is necessary to identify the acceptance criteria with the head contractor. Inspection / test procedures For many inspections / tests, the methods employed will be specified or self evident. In other cases, the precise manner in which the inspection / test is carried out would need to be identified and described. A typical test procedure using statistical techniques might, for example, cover: Reference to work areas / lots or batches Frequency of sampling Method of taking samples Method of conducting a test Qualifications of test personnel and equipment calibrations/condition/specification Hold and Witness Points Method of documenting results. It is the subcontractor s responsibility to identify the hold and witness points required for its employees and subcontractors doing the work. This is done so the subcontractor can be confident that the work is being carried out to the standards required. Probuild, and or its client, retains the option to inspect the work at any stage and may identify hold and witness points requiring their attendance. Checklists The logical stage to carry out an inspection or test is often after a number of separate activities, but prior to a major one that will cover up previous work. It is often useful to complete checklists at such stages and with each inspection and test where they will, in effect, summarise the procedures that have, and should have, taken place up to the particular point in the work process. Checklists remind the person doing the work of all matters that are to be addressed and confirm that all matters have been attended to. They also remind the person inspecting the work of all matters that should be checked.that checklists exist, and that their use and content have been verified, would give Probuild confidence that the person doing the work is aware of all important steps, attributes and matters to be addressed, and the standards that should be complied with, and the conformity is being verified.

11 DEVELOPMENT OF THE SUBCONTRACTOR INSPECTION AND TEST PLANS Preparing Inspection and Test Plans The following steps should be undertaken when preparing ITP s for a construction project: Step 1 Read the contract documents, including the specifications, and prepare a list of any discrepancies, ambiguities, missing information and standards of materials and/or workmanship that are considered inappropriate. Step 2 Contact Probuild and resolve the issues as identified in Step 1. Step 3 Examine the scope of work and divide it into separate areas requiring an ITP, based on a risk assessment basis. As a general guide it is normally most convenient to document a separate ITP for each trade or work area/section. Step 4 Note the Hold and Witness points required by the client. Step 5 Review the contract documents again and note the requirements that have the most impact on the quality of the finished product. For each ask the question what will be the consequences if it is not confirmed this is right? Be certain to include any references to tests, submitting information to the client, obtaining approvals and Hold and Witness Points. Step 6 Determine from Step 5 which items or aspects of each inspection will need to be recorded on checklists and prepare these. Step 7 Discuss the checklists with those directly involved with the work and obtain their input. This input should particularly be directed at identifying those issues that have caused problems (and involved extra costs) in the past, and therefore warrant checking at the earliest opportunity to avoid unnecessary and costly rectification. Step 8 Prepare each ITP to reflect the requirements of the contract documents. Reference the ITP in the Quality Management Plan and cross-reference to other related ITPs. Step 9 Issue each ITP and/or associated certification to Probuild for review within a reasonable period prior to commencing the work described in the Plan and adjust them to suit any comment received. Step 10 Decide how best to divide the whole work into work areas for control purposes and indicate these locations either on a schedule (with reference to grids and levels) or by marking up drawings. This may also be developed into an ITP programme. Step 11 Prepare and issue checklists for each work area and identify them according to location. Step 12 Train those directly involved with each of the ITPs in their use. If necessary formalise a procedure for the notification of Witness and Hold points. Step 13 Carry out inspections and tests in accordance with the ITP, provide notices to Probuild and/or regulatory authorities for Hold or Witness points, as designated or applicable, and record the results on checklist.

12 Subcontractor s name here,& Subcontract logo optional [Project Name] ITP No. : Inspection and Test Plan Prepared By: TRADE / TASK: Date: Location (Area/Unit/Grids): INSPECTION METHOD: V: Visual T: Test M: Measure ITEM VERIFICATION: S : Surveillance/Monitor H Hold Point (Mandatory) W : Witness Point (Optional) INSPECTION & TEST ITEMS (Include description, characteristics & necessary inspections and/or tests) Inspect. Method ACCEPTANCE CRITERIA Specification / Standard / Drawings ITEM VERIFICATION ACTION COMPLETE Subcontractor Builder Key Sign & Date Key Sign & Date NOTES / COMMENTS VERIFICATION Completed by Subcontractor at end of work This is to confirm (Name of subcontractor personnel responsible for work) has carried out all necessary inspections and verify that the work has been completed and conforms to the contract specification. Signature: Date: ATTACHMENTS Inspection Report Test Results / Certificates Checklists Product Details Calibration certificates Sample Material Dockets Other.. QMS-AUS-TM-402/2 QMS ISSUE DATE: xx xx 2011 P12/13

13 QMS ISSUE DATE: xx xx 2011 P13/13